Serves as the personal administrative assistant to the Assistant Superintendent of Facilities & Operations. Relieves the supervisor of routine administrative and operational responsibilities while ensuring the efficient daily operation of the Department of Facilities & Operations. Provides executive-level administrative support for a complex operational division that includes Aquatics, Design & Construction, Planning, Maintenance Services, Plant Operations, Transportation, and Transportation Demand Management.
The position requires extensive interaction with senior APS leadership, School Board members, government agencies, contractors, consultants, community stakeholders, and school-based administrators. Responsibilities involve executive administrative support, correspondence management, calendar coordination, project documentation, financial processing, departmental communications, public relations, and the handling of highly confidential information. Employees frequently work independently when coordinating departmental initiatives, responding to inquiries, facilitating communication across the division, and supporting department-wide operational priorities.
Positions allocated to this class serve a major organizational component of the school division and require a thorough understanding of APS administrative procedures, operational functions, budget practices, capital improvement processes, and system-wide operations.
MINIMUM EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS
Graduation from high school, including or supplemented by coursework in typing, word processing, and office practices; or supplemented by college-level administrative assistant or office management coursework (Associate Degree preferred); and extensive progressively responsible administrative support experience, some of which shall have been at the level of Administrative Specialist, preferably in a setting similar to the assignment; or any equivalent combination of education and experience that would provide the required knowledge, skills, and abilities.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Comprehensive knowledge of executive-level administrative support functions, office procedures, and modern office equipment.
- Advanced proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Teams.
- Ability to utilize customer relationship management (CRM), customer service, virtual help desk, and database systems.
- Comprehensive knowledge of the organization, functions, procedures, and administrative structure of Arlington Public Schools.
- Thorough knowledge of departmental technology systems, financial applications, project management tools, work order systems, and document management platforms.
- Knowledge of local, state, and federal regulations affecting departmental operations.
- Strong organizational, project management, strategic planning, and time-management skills.
- Ability to communicate effectively both orally and in writing.
- Ability to prepare, analyze, and present complex operational, financial, and statistical information.
- Ability to maintain strict confidentiality and exercise sound judgment.
- Ability to interact effectively with executive leadership, elected officials, community stakeholders, contractors, vendors, and staff with professionalism, tact, and diplomacy.
- Ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment with frequent interruptions.
- Ability to supervise and coordinate administrative support activities.
- Strong analytical, problem-solving, and decision-making skills.
- Resourceful, detail-oriented, and highly organized.
- Other duties as assigned.
ESSENTIAL FUNCTIONS OF THE CLASS
(May not include all duties performed; not all incumbents perform all essential functions delineated.)
- Provides comprehensive administrative and confidential support to the Assistant Superintendent of Facilities & Operations and departmental leadership, ensuring the efficient daily operation of Facilities & Operations and its divisions.
- Coordinates the preparation, review, routing, and submission of School Board action items, information items, reports, presentations, and supporting documentation related to Facilities & Operations, ensuring accuracy, compliance with APS procedures, and adherence to established timelines.
- Prepares, compiles, and organizes departmental information, reports, agendas, presentations, and updates for Cabinet leadership, School Board members, and other stakeholders, including materials from Aquatics, Design & Construction, Planning, Maintenance Services, Plant Operations, Transportation, and Transportation Demand Management.
- Serves as the central administrative point of contact for Facilities & Operations staff, schools, APS departments, contractors, consultants, government agencies, and community stakeholders, facilitating communication, coordinating workflows, and ensuring timely resolution or escalation of issues.
- Manages and safeguards highly sensitive and confidential information related to capital improvement projects, real estate transactions, personnel matters, procurement activities, emergency operations, legal matters, and departmental business.
- Maintains executive calendars; schedules meetings, interviews, site visits, project walkthroughs, public engagement sessions, and official functions; coordinates travel arrangements and meeting logistics as required.
- Supports the coordination and administration of departmental meetings, leadership meetings, stakeholder engagements, public presentations, and professional development activities, including preparation of agendas, materials, meeting minutes, and follow-up actions.
- Assists in the development, assembly, tracking, and distribution of project documentation, technical reports, contracts, specifications, capital project updates, modernization reports, operational plans, and other departmental materials.
- Coordinates and monitors internal deadlines, workflows, and administrative processes related to procurement, permitting, capital project milestones, transportation reporting, budget development, maintenance priorities, regulatory requirements, and other departmental initiatives.
- Researches, gathers, analyzes, and compiles operational, financial, project, and performance data for reports, presentations, budget development, strategic planning, and departmental decision-making.
- Prepares and processes requisitions, purchase requests, vouchers, payroll documentation, leave records, financial reports, and other fiscal materials; maintains records and supports departmental budget monitoring and financial accountability.
- Maintains departmental records, correspondence tracking systems, databases, and document management processes to ensure accuracy, accessibility, and compliance with record-retention requirements.
- Facilitates communication and coordination between Facilities & Operations and APS schools, principals, central office departments, Safety & Security, Finance, Human Resources, Information Services, Communications, and external partners to ensure consistent and accurate information sharing.
- Organizes division-wide projects and initiatives, overseeing the development, coordination, and dissemination of departmental communications, manuals, guidance documents, operational resources, and training materials.
- Provides administrative support during emergency operations, severe weather events, facility incidents, transportation disruptions, and other urgent operational needs that may require responsiveness outside normal work hours.
- Participates in the planning and coordination of staff meetings, training sessions, workshops, interviews, departmental events, and employee engagement activities.
- May attend School Board meetings, public hearings, community meetings, and professional conferences; prepares supporting documentation, briefing materials, presentations, and official records as required.
- May supervise or coordinate the work of clerical support personnel, temporary staff, interns, or project support personnel assigned to the department.
- Performs other duties as assigned consistent with the operational responsibilities, strategic priorities, and mission of the Department of Facilities & Operations.
Salary
Salary $57,803.23-$104,312 Based on 26/27 Pay Plan
Please Note: Arlington Public Schools receives a high volume of applications for many positions. As a result, only candidates who are identified as meeting the qualifications and whose experience and skills best align with the needs of the school, department, or office may be contacted for an interview. We appreciate the interest of all applicants; however, submission of an application does not guarantee an interview or individual contact regarding the status of an application.
